The prompt
Score 10 of 10, Excellent
Use it when An employee's leave has been approved, and you need a letter that confirms the dates and explains what happens to pay and benefits until they return.
- {{employee_name}}
- {{sender}}
- {{approved_leave}}
- {{policy}}
- {{keep_in_touch}}
- {{employee_actions}}
- {{location}}
Full prompt and why it works
Prompt
Write a letter to {{employee_name}} confirming their approved leave of absence, from {{sender}}, so that they have one written record of the dates, what happens to their pay and benefits while they are away, and how we will stay in touch and welcome them back. People often reread this letter during their leave, so each answer has to be easy to find. What has been approved (type of leave, start and end dates, full or part-time leave, any phased return): """ {{approved_leave}} """ Our policy for this type of leave, including pay and benefits during leave: """ {{policy}} """ How we will keep in touch, and who their contact is: {{keep_in_touch}} What they need to do before leaving and before returning: {{employee_actions}} Where they work: {{location}} Use short labeled sections, in this order: Your leave, Pay during your leave, Benefits during your leave, Keeping in touch, Before you go, Coming back, Questions. Keep it under 400 words, in plain language, warm and factual. For example, a line under Pay during your leave could read: "You will receive your full salary for the first [number] weeks, then [rate from policy] until [date]." That example shows the form only; use the approved terms and the policy. Do not: - Mention the reason for the leave beyond its type, or any medical or family details. - State any legal entitlement, protection or deadline that is not written in the policy or the approval, because leave rights depend on the type of leave and the law where the employee works. - Promise their exact job, schedule or manager on return unless the approval says so. - Ask them to work, answer messages or join meetings during the leave. Above the letter, add "Points to check before sending": each place where the approval and the policy do not match, any benefit whose treatment during leave the policy does not cover, and any legal notice HR may need to attach for {{location}}. In the letter itself, write [CHECK WITH HR: what] wherever a needed fact is missing, rather than filling it in.
Variables
- {{employee_name}}
- The employee's first name.
- {{sender}}
- Who signs the letter, for example "the HR manager".
- {{approved_leave}}
- What was approved: the type of leave, dates, full or part-time, any phased return.
- {{policy}}
- Your policy for this kind of leave, including pay and benefits during the leave.
- {{keep_in_touch}}
- How contact will work, for example "a monthly check-in email from your manager, only if you want it".
- {{employee_actions}}
- What they must do, for example "hand over open cases by Friday; confirm the return date two weeks ahead".
- {{location}}
- The country or state where the employee works.
Why it works
- What to avoid. No reason for the leave beyond its type, no medical or family detail and no legal entitlement the policy does not state, because rights differ by leave type and place.
- Format. Fixed labeled sections from the leave itself to coming back, so the employee can find one answer months later without rereading the whole letter.
- If unsure. Mismatches between the approval and the policy go in a check list above the letter, and missing facts become [CHECK WITH HR] markers.